Community Diagnostic Centre Admin & Pathway Manager

An exciting opportunity has arisen to join our Community Diagnostic Centre (CDC) team. We are pleased to advertise this post working across our two Community Diagnostic Centres Eltham CDC, based within Eltham Community Hospital, and Sidcup CDC, based within Queen Marys Hospital Sidcup. Both centres are part of an innovative programme designed to bring diagnostic services closer to the community, improving access and patient outcomes.

The post holder will provide leadership and day-to-day operational management of CDC clerical teams, ensuring smooth running of reception and booking functions. You will play a key role in managing diagnostic referrals/appointments, ensuring all diagnostic referrals and appointments are managed efficiently, professionally, and in line with our commitment to delivering outstanding patient care.

This is an excellent opportunity for an experienced administrator or operations manager to take the next step in their career. You will join a forward-thinking, supportive team, with opportunities to develop your leadership skills, shape new processes, and make an impact on patient experience. You will benefit from ongoing training, professional development, and a positive team culture that values your ideas and contributions.

The post holder will be required to work shift patterns between 8am and 8pm, Monday to Friday, across both CDC sites and weekend working as and when required.

Responsibilities

• Provide direct line management and development of the administration team.
• Be responsible for the day-to-day operational management of the administrative team for both CDCs and ensure all appointments are made in line with Trust Policies and Standard Operating Procedures.
• Provide and develop a working environment which encourages high morale and commitment amongst the staff and excellent customer service.
• Identify any service improvement within any administration process.
• Participate and lead on any new systems that are implemented for the administration staff.
• Manage sickness/absence and recording of annual leave of the team, ensuring service delivery is not compromised, coordinating duty rosters of the team.
• Manage the recruitment process for the appointment of new staff with support from the Associate Service Manager.
• Coordinate and engage in the induction of new team members across the Trust, sharing knowledge and expertise of administrative processes and functions.
• Monitor individual and team performance regularly, holding 1:1 meetings, appraisals (PDRs) according to Trust Policy and team meetings.
• Assist the Associate Service Manager with any ad hoc requests.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement.

Performance

• In close liaison with the Assistant Service Manager, ensure that robust administrative processes are developed and implemented.
• Manage the day-to-day running of the reception areas and Booking staff by determining work priorities and allocating resources accordingly.
• Manage the rolling rota for staff.
• As required, carry out regular audits of reception processes, workload and quality statistics.
• Undertake reception and clerical duties as required.
• Deal with telephone calls in a polite and courteous manner, using tact and discretion.
• Work collaboratively with UHL site counterpart to ensure cross-site cover in the event of staff shortage.
• Train staff in the use of the Soliton as required and arrange iCARE training for all new members of staff.
• Undertake the recruitment process and carry out interviews for Reception and Booking staff vacancies.
• Identify staff training needs and oversee the continuing personal development of staff by regular performance development reviews and personal development plans and ensure all staff attend mandatory training.
• Ensure effective communications systems are maintained, including carrying out Team briefing sessions for reception staff in the absence of the Assistant Service Manager.
• Carry out investigations under the Disciplinary and Appeals procedure and be responsible for issuing informal warnings to subordinate staff.
• Provide information pertaining to the department as required.
• Generate ad hoc reports as requested.
• Generate reports relating to the performance of the department with Quality Indicators and work with the management team to ensure operational procedures are carried out correctly to ensure compliance.
• Ensure effective and regular communication with Senior Management.
• With the Assistant Service Manager, ensure that appropriate and cost-effective administrative staffing profile and skill mix are developed and maintained, taking into account current and projected workload and service plans.
• Complete weekly performance reports for Assistant Service Manager as required.

Work Force

• The post holder will ensure that all reception areas and booking staff are covered at all times.
• Complete manpower returns for all Admin staff.
• Prepare the monthly staff returns for submission to Payroll.
• Maintain the annual leave/sickness records for the reception/administrative staff.
• Monitor sickness levels and punctuality amongst staff applying Trust policy to management of challenging behaviours accordingly.
• Be aware of the Trust's financial position and responsibilities with regard to the controls required to limit and reduce spend on temporary staffing, under the direct supervision of the Assistant Service Manager.

Partnerships

• Ensure the effective use of Trust resources in Radiology Department.
• Support the Division to achieve NHS Plan and targets relating to Radiology waiting times.
• Cover for the Assistant Service Manager in their absence.
• Manage staff rota, producing a rolling rota for the administrative and reception staff.
• Ensure an even workload through the administrative areas of the department by continuous monitoring.
• Produce monthly reports for manpower and sickness for reception staff.
• Produce weekly performance figures for the department against all quality indicator targets.
• Comprehensive understanding of Soliton functionality and be able to interpret and provide statistical information as required.